In particular this privacy notice lets you know how we use your information.
Please read this notice carefully to understand how we collect, use and store your personal information.
Contents of this notice
- Who we are
- Why we collect information
- How do we collect information
- What information do we collect and how do we process this information
- How do we use your information
- Updating us on how you would like us to use your information
- Will we disclose the information we have collected to outside parties?
- How do we keep your data safe?
- Can you gain access to your personal information?
- Updating your information
- Children’s data
- Applications to work or volunteer for Orbis
- Confidentiality
- Notification of change of privacy notice
- Making a complaint
- Cookies
Who we are
Orbis Ireland is the operating name of Project Orbis (Ireland) Ltd, a charity registered with the Charities Regulator (No 20061531) and a company limited by guarantee (No 411144).
Whenever we refer to “we”, “us” or “our”, we are referring to Orbis Ireland.
The processing of your personal data is carried out by Orbis Ireland.
If you have any questions regarding our privacy notice, please contact:
Orbis Ireland
20-21 St Patrick's Road
Dalkey
Co. Dublin
Tel: 353 (0) 87 2588173
Email: [email protected]
Why do we collect information?
Collecting information allows us to operate and provide our services more efficiently, for the benefit of our beneficiaries and Orbis Ireland. By collecting information and understanding more about how people use the information we provide, we can improve how we communicate with you and keep you up-to-date on relevant matters.
How do we collect information?
We collect information every time you interact with us. When you contact Orbis Ireland regarding our activities, register as a supporter, send or receive information, engage with social media, make a donation to us, volunteer with us, apply to work for us or make contact with us in any other way, you provide us with personal information. We may also collect information through our use of cookies (please see the Cookies section below).
WHAT INFORMATION DO WE COLLECT AND HOW DO WE PROCESS THIS INFORMATION?
Financial information
In order to process donations and other financial transactions, we may ask you for your bank, debit or credit card details.
Personal information
When you interact with us, we may collect information such as your name, address, email address or other contact details.
Other information
We may also collect the following information from you:
- Records of your donation history and any correspondence with us;
- Any images, photographs or videos if you take part in any events with us;
- Details of your visits to the website including your IP address (see below section on Cookies for more information);
- Other details relevant to your communications with us.
Publicly available information
In addition to the information you give us directly, we may also, where the law allows us to do so, collect information about you from publicly available sources or third parties.
How do we use your information?
When you provide us with personal data, such as your name and email address we may use your information in a number of ways and for a number of purposes including:
- To provide you with information that you have requested from us or that we feel may be of interest to you where you have consented to being contacted
- To provide you with information about our work or our activities
- To process donations we may receive from you
- To fundraise in accordance with our internal policies and procedures
- For administrative purposes (e.g. to follow up on a donation query, to make travel arrangements if you may be visiting a project, to invite you to an event)
- To contact you in the most appropriate way and so that you do not receive unwanted communications
- For internal record keeping
- To contact you where you are the named person for an organisation (e.g. a church)
- Where it is required or authorised by law
We will contact you by email, post or phone unless you have told us that you would prefer not to receive information in this way. Generally, we will seek consent to process your data at the point we collect it.
Currently, Orbis Ireland does not use third-parties to use research, profile and screen your personal information.
This could potentially change in the future. Such information is compiled using publicly available data about you, for example, addresses, directorships, newspaper articles and typical earnings in a given industry. We do this because it helps us to understand the background of the people who do or may support us and to make appropriate requests. This helps us to provide a more targeted and relevant donor experience and to raise funds more efficiently.
Updating us on how you would like us to use your information
If you wish to update the way you would like to be communicated with in future or wish to opt out of ways we use your information, then please contact us at [email protected] or call us on 01-278-8707
Please be aware it may take up to 28 days for any changes to be activated.
If we are processing your data on the basis that your consent has been given, you have the right to withdraw this consent at any time.
Our marketing communications to you will include information on how to opt out of receiving future marketing communications from us.
If you request to receive no further contact from us, we will keep some basic information in order to avoid sending you unwanted materials in the future, and to ensure that we do not accidentally store details for the same person multiple times. If we did not retain this information then this could result in us contacting you again as we would no longer have a record of your request not to be contacted.
Will we disclose the information we have collected to outside parties?
We may pass personal details to third parties who are instructed to act on our behalf in the following circumstances only:
- to help us process your financial transactions, such as our direct debit or online credit card donations
- if you have given consent for us to contact you about future fundraising campaigns we may pass your information to third parties for the reasons detailed below. In these situations we ensure we send data securely and have signed agreements that cover the third parties’ data protection responsibilities. As part of the agreements we request that the service providers delete all supporter information once the campaign/analysis has taken place.
- Print companies and mailing houses that are printing and sending newsletters and fundraising appeals to our supporters.
- We may disclose anonymous information to a third party marketing or research company to carry out analysis of our fundraising and awareness campaigns.
- We may disclose your information to a research company to identify any relevant publicly available data that will allow us to communicate with you more effectively and with the most relevant information.
- If you have registered for a future Orbis event, it may be necessary to pass your information to third parties for reasons such as booking hotels, flights etc. This means we may need to transfer your personal data to countries outside of the EEA to allow them to perform services on our behalf. In doing so, your data may be stored or otherwise processed outside of the EEA.
- finally, we may also disclose your information if required to do so by law, or if we believe in good faith that this is necessary to protect the rights, property and safety of Orbis Ireland, or others.
We will never share or sell your data to a third party organisation for them to contact you for their marketing purposes.
How do we keep your data safe?
We aim to ensure that there are appropriate physical, technical and managerial controls in place to protect your personal details.
For example, when we collect personal information from you, this information is stored on our secure servers which also stores our database.
In relation to financial data, we process debit and credit card transactions in compliance with the Payment Card Industry Data Security Standard (PCI DSS) which defines the requirements for the storage, processing and transmission of payment card data.
This means that this financial data whether online donations or written or telephone debit or credit card responses to fundraising appeals are processed and stored securely and that your financial data is not stored by us for any period longer than necessary to process your donation.
We use secure server layer software (SSL) to protect information transferred over the Internet.
Third party suppliers who provide services to Orbis Ireland are compliant with Ireland data protection regulations, the main suppliers are:
- Rapidata – who provide our online payment system
- Dotmailer - who provide our e-newsletter system
When we work with external companies who collect or process data on our behalf, we do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our requirements in relation to how data is processed and kept secure.
Our website may from time to time contain links to third party websites. If you follow a link to any of these websites, please note that these websites will have their own privacy policies in place, and we do not accept liability for any such policies.
Despite the precautions set out in this notice, no data transmission over the internet is guaranteed to be secure. As such, whilst we do endeavor to protect your personal information as set out in this notice, we cannot guarantee the security of any information which you provide us with. All information which you provide to us is provided at your own risk.
Can you gain access to your personal information?
You may request a copy of your personal information on file with Orbis Ireland by contacting us at the address above.
Updating your information
If any of your personal information changes or you find that our records are out of date, please contact us at the address above.
Children's data
When you register with us, you are stating that you are over 18 years of age or are a minor acting with parental consent. You agree that any information you provide to us about yourself upon registration or at any time is true.
Applications to work or volunteer for Orbis Ireland
If you apply for an employment vacancy at Orbis Ireland we will use the information you supply as part of the recruitment process. If we need to take up references for example, we will inform you beforehand, unless we are required to disclose this information by law.
If you have been interviewed but are unsuccessful in your job application, we will hold your information for six months after the recruitment campaign and then destroy or delete these records.
If you are successful in your application, a personnel file will be created which will contain relevant personal information. This is covered more fully in the staff handbook which you will receive once you commence work with Orbis Ireland.
Once you leave Orbis Ireland your information will be held for a relevant period. Please contact us for further details.
If you apply to become a medical volunteer for Orbis globally your data will be collected and shared to follow up on your application.
As a global organisation, we may on occasion, need to share information with a provider outside the European Economic Area (EEA). However, we require them to process your information in compliance with European data protection regulations. By making an application you agree that we may share your personal information in this way. We will take all steps reasonably necessary to ensure that your data is processed securely and in accordance with this privacy notice.
Confidentiality
We cannot be held responsible for the privacy of data collected by websites not owned or managed by Orbis Ireland. We cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk.
Notification of change of privacy notice
We reserve the right to amend this privacy statement. You are advised to visit this website section periodically in order to keep up-to-date with the changes in our privacy notice.
Making a complaint
If you wish to make a complaint in relation to how we have used your data, you can contact us here at [email protected] or call us on 087-2588173.
You also have the right to make a complaint to the Data Protection Commission which you can contact by phone: (0761)104 800; via email [email protected] or by writing to:
The Data Protection Commissioner,
Canal House,
Station Road,
Portarlington,
Co. Laois,
R32 AP23.
